Document Controller
Jan De Nul Philippimes
مجموع سنوات الخبرة :19 years, 2 أشهر
Writing and updating project-specific guidelines;
Controlling and filing official correspondence and deliverables on the internal JDN
platform;
Performing a quality check of deliverables to be submitted to the Client or other relevant
third parties;
Submitting deliverables to the client via Aconex and controlling the Client approval
process;
Communicating with several local departments as well as with the main office to
optimize the workflows within the project team;
Creating accounts on Aconex for staff involved in the project and providing Aconex
helpdesk support;
Setting up and maintaining mailing groups and workflows in Aconex;
Maintaining registers such as the Master Deliverable Register and the Correspondence
Register;
Maintaining sets of hard copy deliverables (such as method statements, construction
drawings)
Performs other duties as assigned by the QA Manager
Any other reasonable tasks/duties as assigned
• Maintaining registers in Sharepoint for letters, transmittals, deliverables, D&B documents and drawings.
• Handling and monitoring MOM, RFI, Transmittals and Submittals (through Aconex).
• Proper filing and documentation of incoming and outgoing correspondence, Transmittals of deliverables for information and approval of client.
• Supporting and Assisting the Project Control team in preparing the Invoice & Monthly Reports.
• Manage all paper and electronic document flow within the project for both internal and external entities.
• Undertake any other ad hoc duties assigned.
•Submit the following documents either for review using Workflow, Transmittal or Gencor thru Aconex System (MS, ITP, MAR, Design Drawing, Shop Drawing, As-Built Drawing, IFC, IR, RFI, NCR, Field Design Change, Daily Progress Reports, Weekly Progress and Correspondences).
•Responsible for overseeing the management of technical documents within Line 4 by analyzing documentary requirements, engineering process flow, interfacing with Client and Subcontractors document managers for efficient document management system.
•Perform quality control on all documents ensuring generated documents meet the Company’s standards.
•Complete log of incoming and outgoing documents.
•Ensure the proper storage, control, and filing of all controlled documentation.
•Convert, catalogue, post, distribute, and track hard and soft copy documents in all project stages.
•Prepare and maintain up-to-date document control spreadsheets ensuring traceability of all documents.
•Act as a liaison between engineering and construction to ensure coordination of status and distribution of all proper documentation, expedites document processing by closely monitoring and tracking with initiators and reviewers.
•Implements Consortium’s policy on document control and management ensuring strict adherence to rules on document management, reproduction and distribution per prescribed distribution matrix.
•Work with all other project positions in support of overall project success.
•Quality check, finalization and submission of line technical documents to Aconex.
• Handling Non Process Building (NPB) package documents under Non Process Facilities Project (NPF).
• Documentation of incoming and outgoing transmittals, letters, technical query from contractor.
• Prepare and Distribute Project Query (PQ), Technical Query (TQ), and Interface Query (IQ) to other packages.
• Distributing incoming transmittals, letters, and technical query to the concern Engineers for their review.
• Ensure that all project documents that already reviewed and signed by PMT Engineers are received by the contractor for their further action.
• Control and update the master record logs.
• Scan, and maintain a filing system for all documents.
• Upload the scan copy to FTP server for back-up.
• Segregate all drawings as per latest and supervised revision. All IFC and As-built drawings are separated by buildings and disciplines.
• Maintain Log of the entire incoming and outgoing document such as POs, Contracts, and Subcontracts.
• Maintain a Log for VOs and Back charges for Subcontractor.
• Maintenance of accurate records of Contracts, Subcontracts and PO’s. Communicate to the Project Team the abilities of the document control system and provide training, technical and procedural support for all users.
• General administration (to a high standard), including typing, distribution, copying and filing general correspondence, POs, Contracts and Subcontracts.
• Update PCD files and list by downloading data from DSS-Data Storage System.
• Filing of Drawings (IFC, IFI & IFR) and change old revision with the new revision. Registered incoming transmittal and outgoing letters to Correspondence Logs.
• Maintain document control registers / documents for incoming and outgoing project documents. Ensure that the latest revision and approval status of drawings is kept updated continuously.
• Establish and maintain the Document Control System and Electronic Document Management System (EDMS). Maintain, encode and upload documents to FTP Server.
• Implement a set of key procedures and specifications governing the document control process, including document control procedure, document numbering specification, correspondence procedure, archiving specification, translation procedure and other documentation together defining the Document Control framework on the given project.
• Comply with the Company Records Management for Controlled and non-Controlled documents. Expedite responses to transmittals sent for review/comment to Specialists
• Manage all paper and electronic document flow within project, and from/to contractors or vendors. Create and maintain document distribution matrix.
• Follow procedures and update document control procedures such as drawings, manual, Technical Queries, Waivers and QA/QC reports.
• Prepare specifications for documents (requirement, control, delivery) for internal and external design and vendor documents and Project correspondence.
• Using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases.
• Organizing and storing paperwork, documents and computer-based information.
•Responsible for project filing system, it includes setting up the filing, numbering and filing all incoming and outgoing correspondence from the client, sub-contractors and suppliers.
•Download files and list from VBC System for information purpose.
•Typing and distribution of all project related correspondence.
•Provide necessary assistance in the operation management of the project according to project document and procedures.
•Assist in preparation of project work plan, report and presentations.
•Draft correspondences on administrative and program manners pertaining to the Project Office responsibilities.
•Attend and screen telephone calls and visitors.
• Taking care of the renewal of Iqama and passport of all personnel including their needs for medication and vacation.
• To call and follow up any maintenance request of the residents like their needs for carpentry, plumbing, pest control, etc.
• Assist in the distribution of payment checks for the subcontractors.
• To do clerical work like typing of memorandum, circular and letter for both personnel and residents.
• Issuance of receipt for any payment such as telephone bills and rental of the villas and deposit to the bank under the name of our company.
• Performs complex clerical duties, such as encoding and lay-outing.
• Scanning and editing of pictures using Adobe Photoshop.
• Prepares confidential materials and reports.
• Drafts brief correspondence as directed for Manager’s signature.
• Maintains manager appointment schedule.
• Develops and maintains filing system and record keeping mechanisms.
• Reviews in-coming documents for Manager’s signature.